Best Practices to Avoid Medicare Denials Ralph Wuebker, MD Chief Medical Officer Executive Health Resources AHA Solutions, Inc., a subsidiary of the American Hospital Association, is compensated for the use of the AHA marks and for its assistance in marketing endorsed products and services. By agreement, pricing of endorsed products and services may not be increased by the providers to reflect fees paid to the AHA. * HFMA staff and volunteers determined that this product has met specific criteria developed under the HFMA Peer Review Process. HFMA does not endorse or guarantee the use of this product. 2013 Executive Health Resources, Inc. All rights reserved. 1
Agenda Overview of current audit environment and contractors Concurrent and appeal best practices Common documentation errors and recommendations 2
Today s Audit Environment If you are treating patients and submitting claims, you will be audited It is about how the contractors interpret the regulations: The regulations haven t changed The procedures haven t changed Providers must appeal or the contractors interpretations become the new standard Determinations based solely on screening criteria Timing as sole determining factor (e.g., there is no 24-hour rule) The solution is NOT to make all prepayment reviewed cases observation Appeal cases that are inappropriately denied 3
Governmental Audit and Fraud Fighting Entities and Initiatives Who OIG DOJ MCR RAs MACs HEAT CERT MIP MIG MICs MIG MCD RAC PERM PSCs ZPICs What Office of the Inspector General Department of Justice Medicare Recovery Auditors Medicare Administrative Contractors Health Care Fraud Prevention and Enforcement Action Team Comprehensive Error Rate Testing Medicaid Integrity Plan Medicaid Integrity Group Medicaid Integrity Contractors Medicaid Inspector General Medicaid Recovery Audit Contractors Payment Error Rate Measurement Program Safeguard Contractors Zone Program Integrity Contractors 4
Best Practices To Prevent Denials AHA Solutions, Inc., a subsidiary of the American Hospital Association, is compensated for the use of the AHA marks and for its assistance in marketing endorsed products and services. By agreement, pricing of endorsed products and services may not be increased by the providers to reflect fees paid to the AHA. * HFMA staff and volunteers determined that this product has met specific criteria developed under the HFMA Peer Review Process. HFMA does not endorse or guarantee the use of this product. 2013 Executive Health Resources, Inc. All rights reserved. 5
Review Cases Concurrently Recognize that success is attained by using consistent, daily tactics: 1. Case Management applies current, strict admission criteria to 100% of medical cases placed in a hospital bed, plus documents this review in an auditable format 2. ALL cases that do not pass criteria (regardless of admission order status) are referred to a Physician Advisor who is an expert in CMS rules and regulations and clinical standards of care 3. The Physician Advisor: - reviews the case - speaks with admitting physician, when needed - makes a recommendation based upon UR Standards - documents the decision in an auditable format on the chart (or in UR documentation) 4. Attending physician changes the order, as appropriate 5. Should run 7 days a week/365 days a year 6
UR Staff Screening Criteria Review: Keys to Success Consider use of screening criteria that are recognized by your intermediary Apply screening criteria to 100% of FFS Medicare cases Ensure UR staff use screening criteria appropriately Inter-rater reliability testing to ensure appropriate use of criteria and valid decisions Standardized case Audit by case type Regular recurring education in the use of screening criteria Especially in the case of UR staff turnover Ensure all cases that require secondary physician review are referred to a Physician Advisor for secondary physician review Timeliness is key 7
Physician Review: Keys to Success Team Almost impossible for one person to handle the volume Requires different skill sets and knowledge bases Content You cannot depend on the PA to use their medical judgment or opinion. Must provide library of evidence-based outcomes research across major diagnostic areas for decision making to be consistent and defensible Without clinical references, cases will be hard to defend. Remember, the contractor also has a physician on staff. Training Physician must be trained in medical management, CMS rules and regulations, and the evidence-based medicine mentioned above Quality Assurance Best practice is a real time Q/A process to ensure highest quality of reviews 8
Top 10 DRG Overturn Rates 247: SURG Perc Cardiovasc Proc w Drug Eluting Stent w/o 312: MED Syncope & Collapse 392: MED Esophagitis, Gastroent & Misc Digest Disorder 313:MED Chest Pain 069: MED Transient Ischemia 251: SURG Perc Cardiovasc Proc w/o Coronary Artery 249: SURG 0 Perc Cardiovasc Proc w non drug eluting stent 491: SURG Back & Nec k Proc Exc Spinal Fusion w/o 254: SURG Other Vascular Procedrues w/o CC/MCC 287: MED Circulatory Disorders Exept AMI, W Card Cath 50% 60% 70% 80% 90% 100% DRG 247 is the highest frequency DRG by volume with a permanent program overturn rate of 98% DRG 313 has the lowest overturn rate of the Top 10, by volume, with a 93% win rate 9
Three-Tiered Tactical Approach to RAC Appeals All reviewed cases and appeals should be designed and written to prepare for the ALJ level of appeal Your argument must address three key components to have a high likelihood of success: Clinical: Strong medical necessity argument using evidence-based literature Compliance: Must demonstrate a compliant and consistent process for certifying that medical necessity was followed Legal: Want to demonstrate, when applicable, that the auditor has not opined consistent with the SSA and other regulations 10
CMS Response to RAC Problems If appeal within 30 days NO Recoupment If appeal within 60 days NO Recoupment 11
ALJ Level of Appeal Most overturns are achieved at ALJ Key Observations ALJ hearings are as varied as the ALJs themselves AXIOM: when you have seen one ALJ hearing, you have seen one ALJ hearing Different ALJs have different styles, and, as a result, often place different demands on the appellant Preparation and experience are of paramount importance NEW DATA: 80% of contractors now have a physician or attorney attend the hearing 12
Establishing Medical Necessity Documentation is the difference Explicitly detail why the care provided was medically necessary in the inpatient setting The critical factor: The judgment of the admitting physician with reference to the guidance of the Medicare Benefit Policy Manual and other CMS Manuals Citation to relevant medical literature and other materials Utilization management criteria, local and national standards of medical care, published clinical guidelines, and local and national coverage determinations may be considered 13
Common Documentation Problems Using a symptom rather than a diagnosis for the impression or assessment N/D/V vs. bowel obstruction SOB, chest pain, headache, back pain Listing the diagnosis as an intractable symptom (vertigo, abdominal pain, vomiting) without noting the potential diagnosis Using a lab value or treatment plan with no diagnosis Documentation for medical necessity is different than documentation for billing level or coding 14
Common Documentation Reasons for UM Staff to Call Attending Physicians Limited or no physician documented info (consult, ED note or H & P) several hours after admission Only information available is a list of symptoms/labwork/interqual evaluation No plan of care or clear impression in the H & P Common with mid-level providers OP note/h & P for procedures that doesn t address or include any risk from past medical history Frequently occurs from using office notes as history and physical Lack of discharge summary for a readmission review and no mention of stability on discharge/return to baseline in the discharge note Continued stay review that doesn t include the current progress note or orders to indicate why the patient requires continued acute care following stabilization To ensure the physician order matches the CM determination/billing status prior to discharge for billing concordance 15
Common Vulnerability: Electronic Health Record All data is recorded but in different areas of the chart Find ways to connect the dots for auditors Demonstrate a consistently followed Utilization Review process in record Find a way to include CM notes in record Ensure physicians are demonstrating thought processes and detailed assessments of risk factors in their documentation somewhere in record Physician impression/assessment dialogue box can be helpful Watch for COPY/CUT/PASTE 16
Best Practice Summary Demonstrate a consistent Utilization Review process for every patient Educate medical staff on documentation practices to avoid future technical issues Hospitals need to be prepared to defend their decisions and advocate for their rights 17
Remember If you are treating patients and submitting claims, you will be audited Not all auditors are created equal Significant variation in interpretation of regulations by contractors Providers must appeal or the contractors interpretations become the new standard 18
Questions? Ralph Wuebker, MD, MBA drwuebker@ehrdocs.com 19
Private Contractor Actions: RACs, Z-PICs, etc. Thomas Beimers
Agenda Today s Audit Environment Government Fraud Fighting Initiatives Scope and Purpose of Contractors Overview of Medicare Auditors Preparing for and Responding to Record Requests Clinical Considerations Defenses Best Processes for Success Lessons Learned 21
By The Numbers Scope of Problem Recoveries 22
Issues with Government Audit Contractors OIG Reports GAO Reports Provider Criticisms CMS Response (Myths Document) 23
Fiscal Intermediary/Carrier/MAC Fiscal Intermediary (e.g., Noridian) processes Part A claims Carrier (e.g., Wisconsin Physician Services) processes Part B claims FIs and Carriers replaced by Medicare Administrative Contractors (MACs) Round 2 Procurement process is ongoing Purpose: To process Part A and Part B claims correctly 24
Fiscal Intermediary/Carrier/MAC Types of Reviews: Automated Prepayment Reviews Routine Prepayment Reviews Complex Review Requires medical record review Focused on a specific provider There s a reason they re looking at you you re an outlier! Focused on a specific service Service-specific reviews are posted online 30 days allowed to submit records in response to an Additional Documentation Request (ADR) 25
Fiscal Intermediary/Carrier/MAC Preparing for Prepayment Reviews Compliance should be immediately involved Track status of all prepayment reviews ( probes ) Understand why you re an outlier Review current processes and documentation practices Consider putting a hold on claims Review records before they go out the door Claims Subject to Review Any claim submitted in past year Any claims submitted in past four years for good cause 26
Fiscal Intermediary/Carrier/MAC Current law places limits on prepayment reviews that can be conducted by Medicare Administrative Contractors (MACs) Random prepayment reviews can only be conducted to develop contractor-wide or program-wide claims payment error rates Non-random prepayment reviews can only be conducted on a provider or supplier following identification of an improper billing practice, or a likelihood of sustained or high level of payment error (i.e., the same standard that permits the use of extrapolation) 2010 law repealed limitation on the use of prepayment medical reviews by MACs 27
Fiscal Intermediary/ Carrier/ MAC 28
Recovery Audit Contractor (RAC) Purpose: To identify and correct improper payments Identity: Contractors and sub-contractors Scope of Review: Part A and Part B fee-for-service claims paid since October 1, 2007 Cannot review claims paid more than three years ago Healthcare Reform expands RACs to Part B, Part C, Part D, and Medicaid Issues pursued must be reviewed by an Issue Validation Contractor 29
Responding to the Record Request Limit on the requested number of records 1% of all claims billed in previous calendar year divided into 8 periods per 45 days Campus includes all entities with same Tax ID that share the first three numbers of a zip code Limits are based on a provider s claims volume Request not to exceed 400 records per 45 days Limit can be increased with a waiver from CMS 30
RAC Issues Types of Reviews Automated Complex New Issue Review Process Requires CMS to review and approve issues the RAC wants to audit Issues approved by region Approved issues posted on contractor websites 31 3113
RAC Approved Issue Websites Region A Diversified Collection Services http://www.dcsrac.com/issues.html Region B CGI http://racb.cgi.com/issues.aspx?st=1 Region C Connolly Consulting http://www.connollyhealthcare.com/rac/pages/approved_issues.aspx Region D HealthDataInsights https://racinfo.healthdatainsights.com/public/newissues.aspx 32
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Z-PIC and PSC Contractors Program Safeguard Contractor (PSC) Created in 1996 to conduct Medicare program integrity activities Zone Program Integrity Contractor (Z-PIC) Successor to PSC program Purpose: Dedicated to program integrity and handles such functions as audit, medical review and potential fraud and abuse investigations PSCs replaced with Z-PICs Z-PICs cover an area covered by a MAC Z-PICs also have access to Medicaid data 36
Z-PIC Functions Medicare data analysis (discovery, detection, investigation, and overpayment projection) Medical Review (post-payment medical review and medical review to support fraud case development Part A and Part B claims review) Medicare fraud investigation and prevention IT Systems for case and decision tracking and data warehousing; Interface with the Medicare contractors, the medical community (outreach and education), and law enforcement 37
Z-PIC Process Review targets a specific provider for a specific issue You are an outlier, and they are investigating fraud Auditors appear, often unannounced, asking to interview individuals and obtain copies of policies and procedures (in addition to records) Extrapolation frequently used Can make referral to OIG or DOJ if fraud is suspected Oversight: Get Law Department involved immediately! Consider conducting a shadow audit under attorney-client privilege 38
Responding to the Record Request Stamp Date and Time Received Train staff on identities of contractors Ensure that staff are aware of deadlines to submit records Ensure contractor is sending to the correct person/address Identify any internal issues causing delay in receiving the requests 39
Responding to the Record Request (con t.) Document Management Stamp number (Bates Stamp) on bottom of each page produced Scan everything provided to contractor Include a cover letter itemizing box contents: documentation or a CD Send by certified mail or, if regular mail, complete an affidavit of service by mail 40
Responding to the Record Request (con t.) Process Options Treat as normal ROI request; HIM produces the records Cost effective Normal ROI process with some clinical review Ensure entire record is copied Include copies of NCD, LCD, coding guidelines, CMS guidance? Shadow review of all submitted records Resource intensive Allows for early identification of issues Establishes priority for appeals 41
Responding to the Record Request (con t.) Software to Manage Records Produced Does it help to manage the process or just store records? Does it work with all types of audits, not just RAC audits? Does it interface with your HIM or billing system? Can compliance, legal, and other departments access the data? Is it capable of producing a dashboard for senior management review? 42
Oversight by Compliance and Legal as Records are Submitted Z-PIC/PSC OIG DOJ Legal Oversight OVERSIGHT FI/Carrier/MAC MIC RAC Compliance Oversight CERT QIO Routine Business RISK 43
Defenses 1-year limit on reopening claims Limitation of Liability (Section 1879 of the Social Security Act) No Fault (Section 1870 of the Social Security Act) Treating Physician Rule Qualifications of Staff NCD or LCD is unlawful Should at least be paid an APC rate - or some amount - to reflect the outpatient services provided 44
Defenses (con t.) Reviewer Used the Wrong Standards Coding clinic, LCD, NCD, other CMS guidance Note: QIC and ALJ are bound by laws and regulations, NCDs, and Medicare rulings, but not by other CMS guidance (such as Medicare Claims Processing Manual or Transmittals) Reviewer Applied the Standards Incorrectly Review Medicare Ruling 95-1 on medical necessity standards Support argument with affidavit/testimony of physician Include any evidence of community standard Include any scientific articles that support your position 45
Special Appeal Issues Extrapolation Federal Limitations on Extrapolation at 42 U.S.C. 1395ddd(f)(3): A Medicare contractor may not use extrapolation to determine overpayment amounts for recovery by recoupment, offset, or otherwise, unless the Secretary determines that - (A) there is a sustained or high level of payment error; or (B) documented educational intervention has failed to correct the payment error 46
Special Appeal Issues (con t.) Extrapolation Defenses Methodology was flawed Statutory limitation on extrapolation applies Note: a determination by the Secretary of sustained or high levels of payment errors is not reviewable (by the District Court), but could be considered at lower levels Another statistically valid sample from the same universe of claims yields a different result 47
Questions Contact information: Thomas Beimers Faegre Baker Daniels LLP (612) 766-8856 Thomas.Beimers@FaegreBD.com